Meeting Administration and Minute Taking
SAQA ID 13929, level 3, 3 credits
SAQA ID 13934, level 3, 4 credits
This learning programme forms part of the National Certificate in Business Administration Services Level 3.
Introduction
Administrators are required to arrange, co-ordinate and record a vast array of business events and activities, including: conventions, conferences, congresses, symposia, seminars, workshops and meetings. Records of these meetings, such as minutes and agendas, will be a significant part of the administrator’s duties as these allow the organisation to have a record of discussion that has taken place, decisions taken and actions implemented for future reference.
This course is designed to teach administrators how to arrange a professional meeting or event and to ensure that they are able to accurately capture and record the meeting.
Is it right for me?
This learning programme is ideal for administrative staff who would like to become proficient in organising meetings and producing professional meeting documentation.
Objectives
- Identifying appropriate dates, venues and times for a meeting or event
- Liaising or negotiating with meeting attendees with regards to their availability
- Arranging suitable venues and catering
- Finalising all meeting room arrangements – including seating, equipment and lighting
- Making all necessary travel, car hire and accommodation arrangements
- Notifying and confirming arrangements with the attendee
- Process and distribute all documentation required for the meeting or event
- Understanding the components of a meeting agenda
- Grasping the purpose and objective of minutes of meetings
- Taking comprehensive, accurate and professional meeting minutes
Outline
Identifying appropriate dates, venues and times for a meeting or event
- Providing a range of dates for meeting/event to attendees
- Determining suitable dates and venues based on responses to range of dates provided
- Booking the meeting/event and confirm it with attendees in writing
- Forwarding all related documentation to the attendees
Arranging a suitable venue and catering
- Selecting the most appropriate venue and booking it
- Describe the process of selecting a venue
- Confirming special arrangements, logistics, meeting room layout and equipment required with the venue provider
- Understanding the process of selecting date, caterer and menu, taking into consideration religious and dietary requirements
- Forwarding the agenda for meeting/event to venue provider and caterers so that correct times for meals and breaks can be adhered to
- Notifying venue and caterers in writing and paying deposits
Making all necessary travel, car hire and accommodation arrangements
- Determining travel, car hire and accommodation requirements for all attendees
- Securing suitable accommodation and confirm bookings in writing
- Identifying car hire facilities and confirm it in writing
- Making travel arrangements and forward all necessary documentation to the attendees
- Processing invoices relating to travel, car hire and accommodation
- Processing any relevant advance disbursements for travel, car hire or accommodation
Compiling and distributing documentation for meeting
- Establishing a deadline date for receipt of documentation from contributors according to agreed time frames
- Communicating the deadline date to contributors
- Assembling, copying and collating documents
- Timeously distributing relevant documents in hard or electronic form to participants
Understanding of the components of a meeting agenda
- Discovering the advantages of a well-constructed agenda
- Ensuring that matters on the agenda appear in a logical and systematic order
- Identifying and explain sources of agenda matters
- Producing an agenda in the required format and time frame
Grasping the purpose and objective of minutes of meetings
- Discovering the various types of minutes
- Understanding the importance of accurate recording and producing of minutes
- Keeping an accurate distribution list
- Looking at the different methods of distributing minutes
- Understanding why it is important to distribute minutes promptly
Taking comprehensive, accurate and professional meeting minutes
- Identifying, listing and explaining the resources needed for professional minute taking
- Understanding the various items to be included in minutes of meeting
- Notifying the attendees of the meeting
- Understanding the characteristics of good minutes
- Ensuring that minutes are concise and accurate and reflect the meeting proceedings
- Producing and distributing minutes in required format and time frame
